Background information about the job or company (e.g., role context, company overview)

The position holder is responsible for:

Responsibilities or duties

Logistics & Travel Coordination

• Arrange transportation, hotel bookings, and flight reservations for department personnel in both Kampala and field sites.
• Organize team-building events and ensure necessary work tools are available to support current teams and onboarding of new staff.
• Set up and maintain rotational rosters for all Site FOPS personnel, including coordinating travel to and from site.

Meeting & Event Management

• Schedule appointments and meetings, including reserving meeting rooms and preparing briefing materials, presentations, and background documentation.
• Organize site events such as holidays and special occasions tied to local and international celebrations.

Administrative Support

• Provide confidential and efficient administrative services, including drafting and dispatching letters, reports, meeting minutes, memos, and presentation materials.
• Maintain an organized filing system for the Site FOPS department.
• Serve as the first point of contact for internal staff and external visitors.

Data & Reporting

• Maintain department dashboards and visual graphics to support operational tracking.
• Support the preparation of technical reports and generate standard summaries from meetings, workshops, and discussions.
• Update and manage departmental records, reports, and databases accurately and in a timely manner.

Personnel & Compliance Tracking

• Monitor and record personnel movements and planning schedules.
• Keep training records up to date and maintain individual personnel files.
• Process administrative forms including expense claims, mission orders, training requests, leave applications, and self-certifications.

System & Process Management

• Create requisitions and service orders for the Site FOPS department using the SAP system, in coordination with the finance team.
• Maintain the department’s organizational chart using designated software tools.
• Assist with mapping and implementing internal standard operating procedures and business processes.
• Ensure timely and accurate data entry and approvals in company database systems.

General Administrative Duties

• Provide support for any other relevant administrative tasks as required by the department.
• Manage stationery and ensure availability on site

Qualifications or requirements (e.g., education, skills)

Qualification:

• Bachelor’s degree in Business Administration, Information management or equivalent,

Experience needed

Experience:

• Minimum of 5 years Administrative experience, preferably within a technical team
• High level of accuracy and attention to detail in aspects
• Strong written, oral communication and interpersonal skills are required along with a practical common-sense approach
• Good prioritization, time management and organization skills, including when exposed to high operational pressure
• Strong keyboard/typing skills are essential, and the post holder is required to have competency in most standard office computer applications – ie. Word, excel, graphics and PowerPoint
• Must be able to work on their own initiative and proactively interact with teams to obtain information.
• Must be able to react quickly and decisively to constantly changing demands and circumstances
• Adaptability and ability to work in an international environment.
• Good communication skills. Clear and concise reporting both verbal and written.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

• Females and persons with disabilities are, especially, encouraged to apply

• Arrange transportation, hotel bookings, and flight reservations for department personnel in both Kampala and field sites.
• Organize team-building events and ensure necessary work tools are available to support current teams and onboarding of new staff.
• Set up and maintain rotational rosters for all Site FOPS personnel, including coordinating travel to and from site.
• Schedule appointments and meetings, including reserving meeting rooms and preparing briefing materials, presentations, and background documentation.
• Organize site events such as holidays and special occasions tied to local and international celebrations.
• Provide confidential and efficient administrative services, including drafting and dispatching letters, reports, meeting minutes, memos, and presentation materials.
• Maintain an organized filing system for the Site FOPS department.
• Serve as the first point of contact for internal staff and external visitors.
• Maintain department dashboards and visual graphics to support operational tracking.
• Support the preparation of technical reports and generate standard summaries from meetings, workshops, and discussions.
• Update and manage departmental records, reports, and databases accurately and in a timely manner.
• Monitor and record personnel movements and planning schedules.
• Keep training records up to date and maintain individual personnel files.
• Process administrative forms including expense claims, mission orders, training requests, leave applications, and self-certifications.
• Create requisitions and service orders for the Site FOPS department using the SAP system, in coordination with the finance team.
• Maintain the department’s organizational chart using designated software tools.
• Assist with mapping and implementing internal standard operating procedures and business processes.
• Ensure timely and accurate data entry and approvals in company database systems.
• Provide support for any other relevant administrative tasks as required by the department.
• Manage stationery and ensure availability on site

• High level of accuracy and attention to detail
• Strong written, oral communication and interpersonal skills
• Practical common-sense approach
• Good prioritization, time management and organization skills
• Strong keyboard/typing skills
• Competency in most standard office computer applications – ie. Word, excel, graphics and PowerPoint
• Ability to work on own initiative
• Proactively interact with teams to obtain information
• Ability to react quickly and decisively to constantly changing demands and circumstances
• Adaptability
• Ability to work in an international environment
• Clear and concise reporting both verbal and written

• Bachelor’s degree in Business Administration, Information management or equivalent